How to Conduct Online Meetings Effectively

how to conduct online meetings

With the rise of remote working, more companies are opting to conduct meetings online. This trend is expected to continue into the future, especially for conventional businesses. If you are planning to hold meetings online, here are some tips to help you conduct them effectively. These include setting clear expectations, limiting the number of participants, and using a digital watercooler.

Setting clear expectations

One of the best ways to keep your team engaged during online meetings is to set clear expectations about what will be covered during each session. For example, if a team member is asked to prepare a presentation, they should know exactly what to expect from that presentation. The agenda should also outline what the team will discuss during the meeting, including any questions they may have. This will help them feel involved and 100% focused on the task at hand.

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Another way to make online meetings more productive is to provide an agenda and goals for each meeting. This will help everyone stay on track and make sure there is a clear sense of the outcome of the meeting. In addition, providing an agenda and goals will help make the meeting a two-way conversation.

People enjoy being given a purpose. When they have a reason to complete an assignment, they are more motivated to complete it. For example, if you are giving someone a report, explain what the report will accomplish and how it will help the organization. Similarly, if you are assigning someone a larger task, encourage them to write down the expectations and break it down into actions.

Limiting the number of attendees

Limiting the number of attendees during an online meeting can help you ensure that everyone participates. If there are too many attendees, the conversation can become fragmented, and one person might dominate the discussion. Before you set a maximum number of attendees, you should consider whether the meeting is actually necessary.

A meeting can be difficult to focus when it is remote, but this doesn’t mean it can’t be effective. Just be sure to keep the meeting professional and follow the agenda. A study by Udemy found that limiting distractions can help people focus more efficiently and increase their motivation. It’s important that everyone stay focused on the agenda and the speaker in order to get the most out of the meeting.

While many meeting apps allow unlimited attendees, some are limited in number. For example, Zoom only allows up to 100 people at a time. However, if you want to accommodate more attendees, you can upgrade to a higher plan. For example, the “large meeting” add-on allows you to accommodate up to 500 attendees. Microsoft Teams, on the other hand, has a maximum of 250 participants per meeting. This limit applies to all desktop and application participants, including guests.

Providing opportunities for questions or comments

Providing opportunities for questions or comments is a good way to engage all participants in your meeting. Before the meeting begins, send out an agenda and invite participants to submit questions or comments. Provide information about roles and assignments so participants know how to contribute. If possible, include polls to demonstrate the interactive nature of the meeting and encourage participation through tweets and social media. Consider using a file-sharing or document management tool to share documents or presentations.

When conducting virtual meetings, be sure to provide opportunities for participants to participate in the meeting. If possible, pause the meeting for one or two minutes to allow for questions or comments from attendees. After the meeting, send a follow-up to all participants in writing. This doesn’t have to be a full transcript, but it should have bullet points outlining the decisions made during the meeting. When possible, also include action items that need to be accomplished before the next meeting.

Using a digital watercooler

Using a digital watercooler is a great way to improve the efficiency of your remote employees. By creating a virtual space for employees to share information, you can strengthen the bonds between remote workers and help them meet deadlines and resolve issues. This helps you recruit quality candidates and keeps existing employees motivated.

Another benefit of using a digital watercooler for online meetings is that it promotes teamwork. When people are able to talk and interact with one another, they become more motivated to do their best work. In addition, they can share their personal opinions and learn about each other’s strengths. The virtual watercooler provides a virtual environment where people can develop their strengths and find new ideas to help the company.

One way to create a digital watercooler is by using video conferencing tools for meetings. Many of these tools work with Slack, making it easy to conduct virtual meetings without sacrificing the benefits of a real-world environment. They even integrate Google Calendar, which means that employees don’t have to leave Slack to participate in virtual meetings.